Administrative Assistant II

About the role

The Quality Improvement Assistant (Administrative Assistant II) performs advanced administrative and technical support work for the Quality Management Department. Work involves maintaining Quality Management databases, spreadsheets, and tracking systems; coordinating the incident reporting system; validating quality data within the Electronic Medical Record (EMR); preparing reports, presentations, and meeting materials; and supporting quality improvement, patient safety, regulatory compliance, and accreditation activities. Assists with coordinating Quality Management meetings, maintaining departmental records, and supporting the mission of the Texas Center for Infectious Disease Hospital. Works under moderate supervision with limited latitude for the use of initiative and independent judgment. Employee actively participates in disaster response, recovery, and Continuity of Operations (COOP) activities as needed.

Responsibilities

• Maintains Data and Reporting Systems (30%)
  • Maintains Quality Management databases, spreadsheets, and tracking systems to support quality improvement, patient safety, regulatory compliance, and performance monitoring.
  • Enters, verifies, updates, and maintains quality data from multiple sources to ensure accuracy, completeness, and timeliness.
  • Assists with preparing charts, graphs, dashboards, summaries, and reports for leadership and committees.
• Maintains the Quality Incident Reporting System (25%)
  • Maintains the Quality Management incident reporting system by reviewing reports for completeness, accuracy, and appropriate routing.
  • Performs data entry, monitors report status, follows up with departments to obtain missing or incomplete information, tracks follow-up activities, and maintains data integrity within the incident reporting system.
  • Generates routine reports and assists with quality assurance activities related to incident reporting.
• Validates Quality Management Data (15%)
  • Routinely accesses the Electronic Medical Record (EMR) to validate Quality Management data, verify documentation accuracy, reconcile discrepancies, and maintain the integrity of quality performance measures and reports.
• Covers Meetings and Documentation (10%)
  • Supports Quality Management team members in facilitating meetings by preparing agendas, meeting materials, presentations, meeting minutes, tracking committee action items and co-facilitating.
  • Maintains Quality Management records and documentation and follows up on assigned tasks as requested.
• Supports Regulatory and Accreditation Activities (10%)
  • Maintains Quality Management files, regulatory documentation, and supporting records for accreditation and survey readiness activities.
  • Affords assistance in preparing reports, correspondence, presentations, and other documents in support of Quality Management operations.
• Supports Quality Management Operations (10%)
  • Provides administrative support for Quality Management operations by responding to routine inquiries, maintaining departmental records, assisting with special projects, coordinating routine administrative activities, and supporting departmental initiatives to promote efficient operations.

Requirements

• Graduation from a standard senior high school or equivalent is generally preferred.
• A minimum of 3 years of administrative support experience.
• Experience using Microsoft Office applications, including Excel, Word, Outlook and PowerPoint.

Qualifications

• Knowledge:
  • Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
  • Office practices, records management, and administrative support procedures.
  • Data entry, database management, and spreadsheet maintenance.
  • Electronic Medical Record (EMR) systems and electronic reporting systems.
  • Principles of quality improvement, patient safety, and healthcare data management.
  • Confidentiality requirements, including HIPAA and protection of sensitive information
  • Maintaining accurate spreadsheets, databases, and tracking systems.
• Skills:
  • Data entry, validation, and quality assurance.
  • Preparing reports, charts, graphs, and presentations.
  • Using Microsoft Excel to organize, analyze, and summarize data.
  • Organizing meetings, preparing agendas, recording minutes, and tracking action items.
  • Written and verbal communication.
  • Time management, organization, and attention to detail.
  • Customer service and collaboration with interdisciplinary teams
• Abilities:
  • Maintain accurate, organized, and confidential records.
  • Review and validate data for accuracy, completeness, and consistency.
  • Learn and adapt to new software applications and reporting systems.
  • Prioritize multiple assignments and meet established deadlines.
  • Communicate effectively with staff at all organizational levels.
  • Exercise sound judgment and maintain confidentiality when handling sensitive information.
  • Work independently and collaboratively in support of quality improvement activities.

Benefits

DSHS offers insurance coverage and other benefits available through the State of Texas Group Benefits Plan administered by the Employee Retirement System of Texas (ERS).